Adult ADHD Service - Administrator
Job summary
The Adult ADHD Administrator provides comprehensive administrative and secretarial support to the Adult ADHD Service.
The post holder will support consultants, ADHD specialist nurses, assistant psychologists, and other clinical staff to ensure the effective delivery of patient care. Responsibilities include managing appointments, maintaining patient records, coordinating clinic administration, handling enquiries from service users and carers, and supporting the smooth running of the service.
The role requires a high level of organisation, initiative, professionalism, and confidentiality when handling sensitive patient information.
** Important Sponsorship Information for this post: We are currently unable to offer a certificate of sponsorship for this post **
Main duties of the job
- Provide comprehensive administrative support to the Adult ADHD multidisciplinary team, including Consultants, Nurse Prescribers, Practitioners, Assistant Practitioners and Assistant Psychologists.
- Manage clinic appointments, including booking, rescheduling and communicating appointment details to service users.
- Ensure online meeting links are issued and clinic rooms are booked as required.
- Respond to telephone calls, emails and enquiries from service users, carers and external professionals in a professional and timely manner.
- Maintain accurate and up-to-date patient records on RiO and other administrative systems.
- Support the administration of prescriptions, medical reviews and ADHD diagnostic reports.
- Organise and support clinical sessions to ensure the effective operation of ADHD clinics.
- Assist in resolving routine operational issues and respond appropriately to complaints and concerns.
- Undertake general office duties including filing, processing correspondence, ordering supplies and raising purchase orders.
- Provide administrative cover for colleagues during periods of absence and contribute to a supportive team environment.
- Support community outreach sessions, masterclasses and other service activities as required.
About us
Oxleas offers a wide range of NHS healthcare services to people in community and secure environment settings. Our services include community health care such as district nursing and speech and language therapy, care for people with learning disabilities and mental health care such as psychiatry, nursing and therapies. Our multidisciplinary teams look after people of all ages and we work in close partnership with other parts of the NHS, local councils and the voluntary sector and through our new provider collaboratives. Our 4,300 members of staff work in many different settings including hospitals, clinics, prisons, secure hospitals, children's centres, schools and people's homes.We have over 125 sites in a variety of locations in the South of England. In London we operate within the Boroughs of Bexley, Bromley Greenwich and into Kent. We manage hospital sites including Queen Mary's Hospital, Sidcup and Memorial Hospital, Woolwich, as well as the Bracton Centre, our medium secure unit for people with mental health needs. We are the largest NHS provider of prison health services providing healthcare to prisons within Devon, Dorset, Bristol, Wiltshire and Gloucestershire, Kent and South London. We are proud of the care we provide and our people.
Our purpose is to improve lives by providing the best possible care to our patients and their families. This is strengthened by our new values:
- We're Kind
- We're Fair
- We Listen
- We Care
Job description
Job responsibilities
Administrative and Secretarial Support
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Provide comprehensive administrative and secretarial support to the Adult ADHD Service.
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Support Consultants, ADHD Specialist Nurses, Assistant Psychologists and other clinical staff in the delivery of effective patient care.
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Manage and prioritise administrative workloads, ensuring tasks are completed accurately and within required timescales.
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Provide administrative cover for colleagues during periods of absence.
Communication
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Act as a key point of contact for service users, carers, GPs and other healthcare professionals.
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Respond to telephone, email and written enquiries in a professional, sensitive and timely manner.
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Handle confidential, sensitive and complex information appropriately, maintaining discretion at all times.
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Escalate enquiries and concerns to the appropriate clinician or manager where necessary.
Appointment and Clinic Management
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Coordinate clinic appointments, including booking, rescheduling and cancelling appointments.
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Ensure service users receive appointment information and online consultation links where required.
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Book clinic rooms and support the organisation of clinical sessions.
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Ensure administrative processes are in place to support the smooth running of clinics.
Patient Record Management
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Maintain accurate and up-to-date patient records using RiO and other electronic systems.
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Ensure all correspondence and clinical documentation is recorded and stored in line with Trust policies and information governance requirements.
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Upload, process and maintain electronic records and documentation as required.
Prescription and Report Administration
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Support the administration of prescriptions and medical reviews.
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Assist with the management and maintenance of prescription databases.
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Coordinate the distribution of ADHD diagnostic reports and related documentation.
Service Support and Problem Solving
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Use initiative to resolve routine administrative and operational issues.
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Respond appropriately to concerns and complaints from service users and carers.
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Liaise with clinical staff and relevant departments to facilitate timely resolutions.
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Escalate significant issues in accordance with local procedures.
General Administrative Duties
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Manage incoming and outgoing correspondence, including emails and post.
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Maintain effective filing and document management systems.
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Order office supplies and equipment as required.
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Raise purchase orders and support financial administration processes.
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Ensure the secure disposal of confidential documentation and materials.
Information Technology
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Use Microsoft Office applications, Outlook, RiO and other relevant systems effectively.
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Maintain accurate data entry and database records.
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Produce reports, letters and other documentation as required by the service.
Team Working
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Work collaboratively with administrative and clinical colleagues to support service delivery.
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Contribute to a positive and supportive team environment.
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Attend team meetings and provide administrative support to service developments and projects.
Training and Development
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Participate in appraisal, supervision, mandatory training and continuing professional development.
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Maintain knowledge and skills relevant to the role and service area.
Governance and Compliance
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Maintain confidentiality at all times and comply with Data Protection and Information Governance requirements.
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Adhere to Trust policies relating to safeguarding, health and safety, infection prevention and control, equality and diversity and risk management.
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Promote high standards of customer care and professionalism in all aspects of the role.
Other Duties
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Support ADHD masterclasses, community outreach activities and other service events as required.
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Undertake any other duties commensurate with the grade of the post, as reasonably requested by the line manager.
Person Specification
Education/Qualifications
- 5 GCSE's or equivalent including Maths and English
- NVQ Level 3 in Administration or equivalent experience.
- Advanced IT Skills including proficiency in MS Office Package.
Experience
- Previous Experience working within an NHS Administration Role
- Experience using Rio
- Ability to manage sensitive or confidential information appropriately
Skills/Abilities/Knowledge
- Strong organisational skills with the ability to multitask and prioritise workloads
- Excellent written and verbal communication skills
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website.
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants.
Employer details
Employer name
Oxleas NHS Foundation Trust
Address
Queen Marys Hospital
Frognal Avenue
Sidcup
DA14 6LT
United Kingdom
Employer's website
http://oxleas.nhs.uk/